14 Best Club Management Software Tools That Save Time and Money

Managing a club is more than just fun and games; from tracking members and dues to event registrations and newsletters, it can become overwhelming – especially if you’re just using spreadsheets.

If you find yourself spread thin, wearing many hats and trying to deliver the best possible experience for your members, club management software might be for you. 

Whether your club has 50 members or 5,000, it can transform the way you run your organization, allowing you to create memorable experiences, grow your membership and make every moment with your club count.

Modern club management platforms are incredibly versatile. From sports and hobby clubs to private or social organizations, you can customize tech to fit your organization’s unique needs.

In this post, we’ll go over: 

• What does club management software do
• The benefits – for both you and your members
• Features to look for when choosing a club management solution
• How to choose the best club management system for your needs
• 14 of the most popular software options, plus which type of club they’re best suited for 

Ready to modernize your club and provide a better experience for your members? 

Let’s dive in! 

What Is Club Management Software?

Club management software is an all-in-one solution that helps clubs grow their membership while saving time and money. It does this by automating administrative tasks for running a member-based organization and by offering tools and features that elevate the member experience. Think about all the emails you send – newsletters, event promotions, fundraising, volunteer opportunities – club management software can automate it for your club. Run a lot of events? Building registration forms, tracking attendees and sending out post-event surveys becomes simplified.

Whether you’re managing a private social club with exclusive memberships or a community-based hobby club, modern platforms help you save hours each week. Essentially, this is tech that allows you to organize, communicate and deliver more value to your members — all while cutting back on admin work. We’ll deep dive into the features to look for in club management solutions in the following sections.

Why Should I Use Club Management Software?

No matter what kind of club you run, club management software is there to make your job easier while boosting member engagement. Here are just a few of the benefits it can offer:

Faster Membership Growth

For many clubs, attracting new members is the greatest challenge. Thankfully, club management tools can help! Many offer a website builder and basic marketing features like email and text messaging tools, to help you spread the word about your organization and attract new members.

Read more: 99 Ways To Get New Members For Your Organization

Watch Now: 5 Must-Have Strategies for Membership Growth

Increase Member Retention Rates

Club management tools are designed to help you engage with your members and give them the best experience possible by putting everything your members need in one place. With a professional website, members can learn about upcoming events, when you’re open to the public and much more, all from your homepage.

Many solutions also offer a members-only login that lets them access your gated resources, connect with other members, and easily update their profiles.

A great experience with your club brings members back to use your services or join your events, again and again!

Read more: Your Complete Guide To Increase Member Engagement

For example, the Ski Bees Club’s website is full of great information about their organization. With a user-friendly design and eye-catching imagery, prospective and returning members can learn about what’s happening next, the benefits they offer and see members in action.

Saves Time — Lots of It

Club management tools can automate almost all of your administrative tasks, which means you can stop spending hours filing paperwork and chasing down payments and focus on what really matters: building relationships with your members. 

“Because our club is short-staffed, WildApricot has been a lifesaver! It saves me over 20 hours a week and their support has been fantastic.” – Gary Rubens, Ski Club of Washington D.C.

Read more The Complete Guide to Marketing Automation for Nonprofits + Top Tools to Use

Powerful Analytics

Wondering what type of events get the most attendance? Or what types of emails your members are most likely to respond to? 

With comprehensive reporting tools, you can get valuable insights into your membership. Club management software can analyze which of your tactics are working best from email stats, event/meeting attendance, survey responses and more. This allows you to keep doing the activities your club’s members like best, without wasting time on the rest — it’s a win-win!  

Read more: Why Your Organization Needs a Member Satisfaction Survey and 40+ Question Examples

8 Must-Have Features To Look For in Club Management Software

The best club management software solutions include functionalities like:

• Event management: registration forms, attendance tracking and promotional tools
• Payment processing: securely take dues, renewals, donations, ticketing and more
• Club website: easy-to-update with embeds like event calendar, social media and resource library
• Communication tools: automate emails, text messages, newsletters and invoices
• Contact database: Search, filter and update members, donors and subscribers
• Financial tools: create and analyze reports on dues, donations, sales and event tickets
• Mobile app: manage and communicate with members on the go

Below, we’ve also outlined which type of club these features matter most for. 

Club Software Feature Summary Table

Feature	Description	Best For
Online Registration & Payments	Streamline event and membership signups, as well as dues collection	All clubs
Website Builder	Keep members informed and attract new ones	Social & private clubs
Automated Communications	Send newsletters, invoices and reminders	All clubs
Analytics & Reports	Track performance and trends	Growing clubs
Scheduling & Bookings	Manage classes, event, or facilities	Private and activity-based clubs
Access Control	Secure member-only access	Private or gated clubs
Mobile App	Manage and connect on the go	All clubs

📘 Still using Excel to manage your club? Here’s why it’s the perfect time to move past your club membership Excel template.

How to Pick the Right Club Management Platform For Your Club

Choosing the right club management software depends on your club’s size, type and goals – but it’s also about where your club is headed. 

In today’s digital era, we’ve seen a massive transformation in how clubs operate. Embracing technology is more critical than ever for membership-based organizations to achieve major growth and success.

For example, many private and social clubs blend in-person and virtual experiences through hybrid memberships, digital access passes and automated scheduling tools. What once required manual coordination can now be managed from one dashboard. 

These features help clubs deliver the seamless, member-first experience today’s audiences expect. What’s not to love? 

As you evaluate platforms, ask yourself these questions to focus on the core features and considerations that will keep your club efficient, connected and ready for the next wave of digital growth.

1. What Type of Club Are You?

• Private clubs often need access control, tiered memberships and exclusive communication tools that maintain a sense of prestige and privacy.
• Social clubs might prioritize event management, community engagement and modern communication channels to keep members connected.
• Hobby or volunteer clubs may prefer simple, affordable and easy-to-learn systems that reduce admin work for part-time organizers.

Read more: 501c7 vs 501c3: Club or Cause—What’s Your Type?

2. What’s My Budget? 

Club management software can cost as low as $63/month for 100 contacts, but prices can increase from there depending on the features and functionality you need, as well as how many members you have.

Start with what fits your club today, but consider choosing software that can grow as your community expands. Plus, look for platforms that support integrations, so you’re not locked into a limited system as your needs grow. Be sure to look for any hidden setup fees, so you’re not surprised by a larger bill than expected. 

3. How Easy Is It To Use?

Your software should be intuitive for everyone to use, whether they’re a club manager, a volunteer or a longtime member. A clean, easy interface reduces training time and boosts adoption. As Gaylen from East York Probus Club says, 

“It really comes down to protecting your volunteers. It’s hard to get volunteers these days. Everybody’s got stuff going on. They want to participate, but they don’t want to get stuck doing grunt work.”

Read the full case study here.

This is particularly important if your club is volunteer-run or you only have a couple of paid staff members — you don’t want to have to spend too much time learning a complicated platform. Your club management software should also offer guides or help articles to help you learn how to use it on your own, so you can get up and running without relying on external support. 

4. What Does It Integrate With?

Though software for club management is often a one-stop shop, you may have certain specific needs that it doesn’t cover — or perhaps you already have tools you love and don’t want to leave.

If your club uses multiple web, financial and email marketing tools, check if the software solution you’re evaluating has native integrations. The more your systems “talk” to each other, the less manual work you’ll have to do.

For example, WildApricot offers built-in integrations with QuickBooks, WordPress and popular payment gateways, so private and social clubs can automatically sync financial data, manage website updates and send targeted email campaigns without switching between multiple platforms. That kind of seamless connectivity saves hours every month and keeps your club’s operations running smoothly.

5. How Secure is It? 

Strong data protection is non-negotiable in 2025. With rising privacy standards and greater use of online payments, choose a vendor that takes compliance and encryption seriously. Look for tools that comply with regulations such as PCI, GDPR and CCPA.

The Top 14 Powerful Club Management Software Tools in 2025

Now that you have these questions in mind, it’s time to start evaluating your options! The best club software for your organization will be the one that fits your exact needs. Below are 14 of the most popular, proven options for 2025 and beyond.

1. WildApricot

Best for: Small to medium private and social clubs looking for an all-in-one solution

WildApricot (that’s us!) is one of the most popular membership management tools out there. It can be customized to meet your club’s unique needs by automating and simplifying administrative tasks, allowing you to achieve your goals in less time!

Key Features:

• Member login and searchable directories
• Multiple membership levels and family/group discounts
• Mobile app for members and admins to manage your club on the go
• Online store with secure payment processing
• Integrations with a wide range of widgets and tools
• Event management tools to track RSVPs, send reminders and manage event details

Pricing: Starts at $63/month – plus a 60-day free trial is available

Try the #1 Club Membership Management Software Free

WildApricot is the #1-rated membership management software used by thousands of clubs worldwide. With your free 60-day trial of WildApricot, you can have your club set up with a professional-looking website and easy-to-search member database in just an afternoon.

While WildApricot is a top choice for modern clubs, especially those that don’t need additional facility management functionality, there are other options that cater to different niches.

2. MemberClicks

Best for: Larger clubs that need advanced reporting and communication tools

MemberClicks is a cloud-based platform designed initially for associations but is well-suited for mid-size to large clubs looking for more comprehensive data tracking on events, members, finances and more.

Key Features:

• Membership database with detailed profiles
• Automated online payments and renewals
• Event registration and scheduling tools
• Built-in communication tools for newsletters and campaigns
• Website builder for new or existing sites
• Advanced reporting and analytics for member insights

Pricing: Available upon request; free demo available

3. ClubExpress

Best for: Small to mid-sized private clubs and social organizations

ClubExpress offers a user-friendly, cloud-based system that helps you manage your club’s website, payments, and communication in one place.

Key Features:

• Email communication and marketing
• Membership database and payment tracking
• Website builder with calendar integration
• Event management tools
• Mobile app for on-the-go access

Pricing: Starts at $0.42/member/month for up to 200 members with a $35/month hosting fee. The cost per member goes down if you have more members; demo available

4. Zen Planner

Best for: Private or fitness-based clubs that rely on scheduling and bookings

Zen Planner was built with gyms and studios in mind, but its flexibility makes it a great fit for any club that hosts classes, training sessions or member events. 

Key Features:

• Membership management and renewal tracking
• Comprehensive scheduling and booking tools
• Full-service billing and payment options
• Website development support
• Mobile apps for both staff and members
• Advanced analytics and performance reports

Pricing: Plans start at $99/month, with the website being an additional cost as well as advanced marketing automation; demo available

5. Mindbody

Best for: Health, fitness and wellness-focused clubs

Mindbody is a trusted software solution for fitness studios, salons, and wellness centers. Its suite of management and marketing tools help clubs manage classes, appointments, and member engagement.

Key Features:

• Booking and payment systems
• Marketing automation tools
• Virtual class platform for hybrid clubs
• Gamification and rewards features
• Branded mobile app
• Integrated staff scheduling and payroll

Pricing: Starting at $99/month for their starter plan with limited features; demo available

6. Vagaro

Best for: Wellness, spa or small private clubs offering personalized services

Vagaro is a great option for clubs focused on clients. Their appointment booking, staff management and customer communication can be managed from one simple dashboard.

Key Features:

• Appointment booking and calendar management
• Email marketing and promotions
• Payroll and finance tracking tools
• Auto-renewal for memberships
• Mobile app and web integration
• Custom form builder for onboarding or feedback

Pricing: Starts at $23.99/month for clubs with one location and who only need one booking calendar; free trial available

7. Raklet

Best for: Social clubs, nonprofits and small community groups

Raklet combines community building with management tools. They’re scalable, offering various plans to fit your organization’s needs as you grow.

Key Features:

• Email and text messaging
• Private online community and forums
• Built-in event management
• Real-time analytics and dashboards
• Social sharing tools for growth

Pricing: Free limited plan, with member management but no email or website; paid plans start at $49/month; demo available

8. Momence

Best for: Clubs, spas, dance schools and gyms running both in-person and virtual activities

Momence offers a modern, flexible approach to member management. It’s designed for hybrid clubs that want a balance between in-person and online programming.

Key Features:

• On-demand video library and virtual class hosting
• Course and event management tools
• Lead generation and retention tracking
• Secure online and in-person payments
• Community posts and group management

Pricing: Available upon request; free trial available

9. Lightspeed Golf

Best for: Golf and country clubs looking for a modernized, unified system

Lightspeed Golf, as its name implies, is great for clubs that manage golf courses, restaurants, retail and staff all from one platform.

Key Features:

• Customizable tee sheets
• POS system for pro shops and dining
• Marketing and sales tools
• Mobile app for members
• Analytics and reporting dashboards

Pricing: Upon request; demo available

10. EZFacility

Best for: Clubs with multiple facilities or rental spaces

EZFacility is ideal for clubs, gyms, personal training and sports facilities that need to manage space scheduling, memberships and payments.

Key Features:

• Self-service member portal
• Reporting and utilization tracking
• Online registration and rentals
• Invoicing and payment processing
• Branded mobile app
• League scheduling and management tools

Pricing: Available upon request; free trial and demo available

11. WellnessLiving

Best for: Fitness and health-focused private clubs

WellnessLiving is a full-service management platform that supports clubs, gyms, yoga studios and other organizations offering classes, appointments, and memberships, whether in person or online.

Key Features:

• Email and SMS marketing
• Online scheduling and bookings
• Client and staff management tools
• AI assistant for automating member interactions
• Live and on-demand virtual classes
• Payment processing and POS

Pricing: Starter plan starts at $69/month, with limited features; demo available

12. Hello Club

Best for: Private and gated clubs that need advanced access control

Hello Club is an all-in-one platform popular among racket sports, community and private clubs. Based in New Zealand, they offer a wide variety of features to keep members connected, process payments and execute events.

Key Features:

• Member management
• Booking and payment processing
• Access control for gated facilities
• Automated communication tools
• Integrations with popular third-party apps

Pricing: Plans start at $36/month with 100 members; demo available

13. ClubEssential

Best for: Country clubs and luxury private clubs with complex member tiers

ClubEssential provides data-driven insights and is used by a wide variety of clubs. Their software focuses on data-driven insights to help you make decisions about your membership.

Key Features:

• Mobile POS and CRM system
• Membership analytics and forecasting tools
• Banquet and event management
• Digital payment options
• Branded mobile app for members

Pricing: Available upon request

14. Jonas Club Software

Best for: Full-service clubs such as marinas, golf resorts, city clubs and hospitality-based organizations

Jonas Club Software offers a wide range of management tools designed for clubs that need to handle operations across multiple departments. Their standout features focus on the member experience and a custom mobile app.

Key Features:

• Point of Sale and club accounting system
• Mobile app for member engagement
• Tee time and event scheduling
• Activity and attendance tracking
• Detailed financial reporting

Pricing: Available upon request; demo available

Try Club Management Software Today

When you’re looking for the best club management tool, focus on tech that will streamline your administrative tasks, improve your members’ experience and take your club to the next level. Digital transformation isn’t just for big businesses anymore – club management software is reshaping how modern clubs connect, grow and engage members.

When you’re ready to give club management software a try, check out WildApricot, the best all-in-one club management software! Try a 60-day free trial here.

Best of luck with your club membership!